Assetas support

Document Designer

The Document Designer section allows users with access to create and configure templates which generated formatted files with system data.

Add a new document template | Add a mapping | Add a column | Filters | SortingSQL Select Statement | Validate and generate | Security | Related topics

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Assetas support

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Assetas support
  1. Expand the "Documents" menu on the sidebar navigation. 

  2. Select the "Design" menu.

  3. Select "Add" to add a document template.

  4. Populate the fields.  Data fields with an asterisk (*) are required.

  5. Select "Save" upon completion.

Add a new document template
Create New Document Template

Populate the following fields:

  • Type*: Select the type of document template. 

  • Name*: Enter the name of the document template.

  • Version:  Enter the version of the document template.

  • Document Template File: Browse and select the file to upload for this document template.

  • Tags:  Enter the list of tags associated with this record.

  • Description: Enter a description of the document template.

  • External Identifier: Enter a unique identifier that represents this record in an external system.

Mappings define where and how the system places data into the document template

  1. Locate the document template and select the "Edit" button for the desired document template.

  2. Select "Add" in the Mappings section.  

  3. Populate the fields.  Data fields with an asterisk (*) are required.

  4. Select "Save" upon completion.

Add a mapping 
Create New Mapping

Populate the following fields:

  • Position*: Enter the position of the mapping within the template.

  • Name*: Enter the name of the mapping.

  • Mapping Type*:  Select if it is a data mapping or a file naming mapping.

  • Worksheet*:  Select the name of the worksheet for the mapping.

  • Column*: Select the column letter for the mapping.

  • Row*: Enter the row number for the mapping.

  • Maximum Rows*:  The maximum number of rows to display.

  • Distinct Rows:  Toggle on to filter out duplicate rows.

  • Datasource*: Select the source of the underlying data for this mapping.

  • Comments: Enter any comments regarding this mapping.

The columns define what data is placed into the document template.

  1. Locate the document template mapping and select the "Edit" button for the desired document template.

  2. Select "Add" in the Columns section.  

  3. Populate the fields.  Data fields with an asterisk (*) are required.

  4. Select "Save" upon completion.

Add a column
Create Column

Populate the following fields:

  • Column*:  Select the column to include in the report.

  • Position*: Enter the position of this column within the report.

  • Aggregate: Select the aggregate function to apply to this column (leave blank to use the unchanged data).

  • Limit Length*:  Where applicable, truncate the data that is displayed to this number of characters.  Use 0 to show all the data.

  1. Locate the form type and select the "Edit" button for the desired form type.

  2. Within the "Section and Attributes" section, expand the "Actions" menu.

  3. Select the appropriate option for managing your sections:

    • Edit this Section:  This option will allow you to edit the details of the section.

    • Copy this Section:  This option will duplicate the section and questions.  

    • Delete this Section: This option will delete the section, questions, and associated data within the deleted section.

    • Add a Question:  See the Add a question section below.

Manage sections

Questions are created to capture customized information.

  1. Locate the form type and select the "Edit" button for the desired form type.

  2. Expand the "Actions" menu in the Sections and Attributes section.

  3. Select "Add a Question".

  4. Populate the fields.  Data fields with an asterisk (*) are required.

  5. Select "Save" upon completion.

Add a question

Filters allow the document template to dynamically return results based on defined logic, criteria, and order.

Populate the following fields:

  • Group*: Defines the order of operations when using OR logic. If only AND logic is used or you only have a single filter, you’ll only use a single grouping of filters, so select Group 1. If you have any OR logic to apply, you may need to use additional grouping for your filtering logic to work properly.

    For example, if your logic looks something like:
    (A and B and C) OR (D and E), the filter elements within the first set of parenthesis will be in Group 1, and the filter elements within the second set of parenthesis will be in Group 2.

  • Precedence*: Defines the order of filters within each Group in relation to the other filters defined and requires a whole number.

  • Column*: The data element chosen for each filter. The naming convention is: [Table.Element] (data type). For example, if you want to filter on the type asset, you would select Asset Type.Name. There is a search box within the dropdown that is helpful if you’re not certain which table your data element resides in.

  • Operator*: The operator used to apply the filter.

    The Operator value of “contains any of these items” will return all results that meet the entries.  For example, a filter to show only records that “contains any of these items” with “WELL,TANK” would return WELL0001, WELL0002, and TANK0001. 

    The Operator value of “is in the list” is appropriate for matching entire values.


  • Value*: The value(s) for which you are applying the filter. There are several options:

    • Enter a single numerical or text value (please note that text values are not case sensitive).

    • A comma-separated list of numerical or text values

    • Use a variable. The Append Variable button allows you to quickly select a variable from a re-defined list, including {Today}, {CurrentUser}, {StartDate}, or {EndDate}. Variables are denoted with curly brackets. Certain variables require you to enter a variable’s unique identifier or external identifier to evaluate properly. For example, for {ContactID}, simply enter the Contact’s unique/external identifier within the curly brackets. For Selection Lists, enter the Selection List report’s external identifier within the curly brackets, like so: {SL:Assetas_SL_Active_Assets}.

The two filters {StartDate} and {EndDate} must be applied together; you cannot reference only one of these two in the filters. 

If the filter is referencing one date, please use {AsOfDate}, which uses the current date as the reference point.

  • Logical*: Contains either ‘AND’ or ‘OR’ and describes how the filter relates to the following filter (in order of precedence). If the filter directly after this filter is in a different group, then the Logical field will describe how the two groups interact.


Sorting criteria allow the document template to display results in the expected order.

Populate the following fields:

  • Position*: Defines the order of sorting rules applied, must be a whole number.

  • Column*: Selects the data element where the sorting is applied, must be one of the data elements returned.

  • Order*: Sets whether the sort is in ascending or descending order. 

SQL Select Statment

This is a non-editable box that returns the SQL defined by the report parameters chosen in sections above. The SQL will dynamically adjust as data elements, filters, and sorting rules are changed. If you are comfortable with SQL, reviewing the code within this box may provide additional validation that your report is returning correctly.

No SQL skills necessary! This is simply for validation, if you'd like to use it.

Validate and generate

Validate:  Click the Validate button to check the document template for any issues and display any errors found.

Generate: The Generate button will generate a document using the template.

A document template without validation errors does not necessarily guarantee that the logic in the document template is accurate or that the document template will return data. It simply affirms that the way the mappings, filters, and sorting rules have been defined allow the document template to run. It’s always best practice to click on the Validate button and check there are no errors.


In this section, you may define which security roles have access to your document template.

By default, document templates are not assigned to any security roles; only the user who created the document template and anyone with the appropriate “Document Template ” security function will be able to access the newly created document templates

When a document template is granted to one or more security roles, users of those security roles will also be able to access it.  You can add single roles at a time, or all roles at once.